Administrative assistant for a condominium in Palm Beach, CAM license not required. Will assist the general manager in the daily operation and management of the condominium community and serve as acting general manager in the manager's absence.
Duties and Responsibilities:
* Provide exceptional customer service by greeting and assisting residents, guests, board members, contractors, vendors and visitors while responding promptly to phone calls, emails and resident inquiries.
* Maintain positive working relationships with residents, board members, staff, vendors, contractors and service providers.
* Conduct regular inspections of the community, common areas, amenities, mechanical rooms and grounds to ensure cleanliness, safety, appearance and compliance with association standards.
* Coordinate, monitor and follow up on maintenance requests, repairs, preventive maintenance programs and work orders to ensure timely completion.
* Supervise and communicate with maintenance personnel, janitorial staff, front desk staff and contracted vendors to ensure quality performance.
* Obtain vendor proposals, coordinate service contracts, schedule vendor access, verify contractor insurance and licensing requirements and monitor contractor performance.
* Maintain resident files, contact information, vendor contracts, association records, confidential documents and other operational files in an organized and secure manner.
* Prepare correspondence, notices, newsletters, management reports, meeting agendas, board packets, meeting minutes and other association communications.
* Assist with planning, preparing, coordinating and attending board and annual membership meetings, including tracking follow up action items.
* Process architectural review and modification applications while maintaining accurate compliance records.
* Coordinate resident move ins, move outs, renovations, contractor access and required documentation.
* Enforce governing documents, rules, regulations and association policies in a fair, consistent and professional manner.
* Prepare and maintain operational reports, building logs, maintenance records and other management documentation.
* Process and review invoices, code expenses, assist with accounts payable and receivable, collections, owner account inquiries, special assessments and financial reporting.
* Assist with preparing annual operating budgets, monitoring expenditures and controlling operating expenses.
* Manage office operations, including ordering office supplies, maintaining office equipment, filing, scanning, copying, data entry and document management.
* Oversee amenity operations, facility scheduling, reservations and resident access credentials.
* Coordinate insurance claims, incident reports, damage assessments and emergency vendor response.
* Support emergency preparedness by maintaining resident emergency contact information and distributing emergency communications.
* Assist with reserve studies, capital improvement projects, special community initiatives and seasonal resident communications.
* Ensure compliance with local, state and federal laws, governing documents and association operational procedures.
* Maintain strict confidentiality of resident, financial, personnel and association information. Job #13065
They list the salary as $41,000-$52,000.
You may email your resume to Lisa@CondoJobs.com
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